Executive Assistant – Project Coordinator

This is a fully remote position, open to applicants in India.

📋 Description

• Oversee the Managing Director's intricate and dynamic calendar, prioritizing meetings and obligations.

• Coordinate both internal and external meetings, including the scheduling, agenda preparation, material distribution, and follow-up actions.

• Arrange domestic and international travel plans and itineraries.

• Serve as a vital point of contact for both internal and external stakeholders.

• Assist in managing the inbox and prioritizing communications.

• Monitor key actions and strategic objectives on behalf of the Managing Director.

• Organize leadership meetings, team events, and various business activities.

• Prepare presentations, briefing documents, reports, and meeting materials.

• Manage confidential and sensitive information with discretion.

• Provide administrative support for the office of the Managing Director.

• Aid the UK PR team in planning, tracking, and coordinating projects and initiatives.

• Maintain project trackers, timelines, status updates, and action logs.

• Keep track of deadlines and follow up with stakeholders on deliverables.

• Organize project meetings and document actions and next steps.

• Assist with reporting and operational updates for team leadership.

• Help with resource coordination and workflow management.

• Identify and escalate project risks, issues, or potential delays.

• Contribute to process enhancements that improve team efficiency and delivery.

⛳️ Requirements

• A Bachelor's degree in any field.

• At least 5 years of experience in roles such as Executive Assistant, Personal Assistant, Administrative Business Partner, Project Coordinator, or a similar position.

• Proven experience in supporting senior leaders at the Director, Managing Director, Partner, or C-suite level.

• Experience in managing intricate schedules, multiple priorities, and stakeholder relationships.

• High proficiency in Microsoft 365, including Outlook, Teams, Word, PowerPoint, and Excel.

• Exceptional written and verbal communication skills in English.

• Willingness and ability to work during UK business hours.

• Desirable: Experience in PR, communications, marketing, media, agency, or professional services sectors.

• Desirable: Experience supporting geographically dispersed or international teams.

• Desirable: Familiarity with project management software such as Asana, Monday.com, Smartsheet, Trello, or Jira.

• Desirable: Relevant certification in project management, business administration, or executive support.

• Outstanding organizational skills and attention to detail.

• Strong planning, prioritization, and time management capabilities.

• Ability to anticipate needs and demonstrate initiative.

• Excellent interpersonal and stakeholder management skills.

• Strong written and verbal communication capabilities.

• Professionalism, discretion, and sound judgment.

• Capacity to remain calm and effective in a fast-paced setting.

• Strong problem-solving and decision-making skills.

• Collaborative mindset with the ability to work autonomously.

• Commitment to providing a high standard of service and support.

🏝️ Benefits

• Employees have the option to work remotely.